On this page you will find a summary of all instructions for room managers and room coordinators.
The My Resource Management app is the key app for anyone involved in room administration. It is therefore best to familiarize yourself with this app before you read the instructions.
If you have problems finding certain apps or sub-areas in C@MPUS, this may be due to your (missing) C@MPUS authorizations.
Instructions for room administration
Add or change room equipment
- Open the application: Open the My Room Management app to access the list of rooms you manage. You can then click on the address of the room in the "My resources management" tab, which is already preset.
- Create a list: A window opens with the building floor plan. Then click on "Create list" in the ribbon at the top under the "Action" tab.
- Click on the room code: Now click on the room code to access the detailed view.
- Editing: Now change the mode from "View" to "Edit" in the ribbon at the top.
You can now make changes to the following categories:
- Basic data: The basic room data is imported from the space management system of Division 6 and cannot be changed. Only the room use can be customized via a drop-down menu. The room type changes automatically depending on what is selected. Example: If you change the usage "lecture hall" to "aquarium", the room type becomes "Space for keeping animals".
- Physical characteristics: The room height and number of seats are already listed. Standing capacity, wheelchair places and exam places can also be specified. The flooring can also be selected using the drop-down menu.
- Additional information: Additional information is already included. If necessary, an Internet address and instructions for use can also be referenced here.
- Equipment: Press the "Add" button to add new equipment. Equipment can be selected using the drop-down menu, e.g. projector. If you want to specify more than one piece of equipment, click on the "Add" button again. This accepts the current field and adds an additional field. If applicable, enter the number and check the box if technical support is available. Further information can be entered under "Information for users", for example the telephone number of the technical service.
Processing room requests
These instructions explain how to deal with room requests. This includes confirming and rejecting specific bookings, as well as rescheduling room requests.
Call up the My Room Management app. In Resource Management, switch to the "dates" tab and then to the "Booking requests pending my approval" page.
The overview of "Booking requests pending my approval", offers the option of grouping the requests using the drop-down menu at the top left (Grouping).
- None: If you select this option, the individual booking requests are sorted by date and time. You can then still group the list by date, number, subject or organization by clicking on the arrow symbol.
- Resource grouping: The booking requests are sorted by room. It is also possible to sort within the grouping.
- Event grouping: The booking requests are grouped according to the event. It is also possible to sort within the grouping.
If you have a large number of room requests to process, you can reduce the number of requests by clicking on the "Confirm all conflict-free bookings" button.
You can edit the remaining room requests by selecting individual or group requests.
If you check the top box, all events will be marked. Under "Event grouping" you can select an entire group or individual bookings.
Scroll to the bottom of the page and choose either "Confirm" or "Reject".
- Grouping by resource: To determine what a booking request conflicts with, first group by resource (resource grouping).
- Select a room: Then click on the link to the desired room to open the calendar.
- Use the calendar to check for any conflicting bookings: If the room is already occupied on the date(s) in question, you must deny the request.
If you confirm the booking despite the conflict, the date will be confirmed and you can no longer cancel the booking on the desired date!
Ist ein Raum zu einem Wunschtermin bereits belegt, haben Sie die Möglichkeit direkt einen anderen Raum zu suchen und gegebenenfalls zu buchen:
If a room is already booked on the desired date, you have the option of looking for another room and booking this as an alternative:
-
- To do this, click on the date on the "My unedited appointment requests" page. A new window will open with the details of the event date.
- Scroll down and click on the "Reschedule" button. In the window that opens, you can adjust the location as well as the date and time.
- You have two options for finding a new room:
- Quick search: In addition to the quick search, you can also select another room directly via "Resource" using the drop-down menu. You can then open the resource calendar which can be found under "Details". If you fail to check whether the room is free by referring to the calendar and click on “Reschedule”, you will receive a message in the event of a booking Go to "Details" to find out more about the booking conflict. You can force the booking by clicking and saving. The events are then listed parallel in the calendar.
- Search available rooms: You can access the general search template via the ribbon at the top under "Search available rooms". The date and time of the event are already included in the template. If necessary, you can limit the search further. Then click on "Search”. You can then select a room from the list. Click on the "Assign" button to transfer the room to the course date overview and close the window. To move the course to the room permanently, click on "Reschedule" in the bottom left-hand corner of the “Course date” window.
Manage organizational dates
Call up dates
You can create, change or cancel dates or series of dates for the organizational unit(s) for which you have permission by using the My Room Management app ("dates" tab; sub-item "Organizational dates") or the "Organizational dates" app.
Who is authorized to do what?
|
Responsible organizational unit/ role |
Authorizations |
|
Central lecture hall allocation |
Responsible for organizational bookings (meeting, workshop, etc.) in a centrally managed room. |
|
Decentralized room managers/organizational managers |
Responsible for organizational bookings (meetings, workshops) in a decentrally managed room. |
|
Employees |
Responsible for creating personal bookings in a decentrally managed room. |
Manage dates
Create a new
To create new dates, you can choose between "New individual date" or "New appointment series" (with a green plus).
Change an appointment
Appointments can be changed using the "Organizational date" template. You can open this by clicking on the "Add" button or, for existing appointments, by clicking on the date. Enter the desired dates and then save and close the window.
Click on the address to go to the resource timetable. To return to the "Organizational dates" template, click on the appointment entered in the resource timetable and then on "Save and close". Alternatively, you can call up the Organizational bookings application from the C@MPUS start page.
Reschedule / delete a date
There are two ways to reschedule or delete bookings.
- The corresponding buttons can be found in the overview of the "Organizational dates" app.
- Using the My Room Management app, you can access the booking details page via the date of the organization dates and make the desired changes there.
Manage Room administrator's dates
Call up dates
In the "My Room Management" app, you will see a list of all room administrator's dates that you can edit there.
Click on the My Room Management app on the start page. Now switch to the "dates" tab in Resource Management. By default, you will first see your own booking requests ("My date enquiries"). Depending on your authorization status, you can display "All dates", "Organizational dates", "Room administrator's dates" or "My unedited appointment requests".
Switch to the "Room administrator's dates" page.
Manage bookings
You can "print" or "delete" this list using the respective buttons.
To edit an administrator booking, click on the link to the date. This takes you directly to the booking details. If you want to edit an entire series, click on the linked S under "Series".
The linked resource will take you to the room's booking calendar. Administrator bookings are displayed in orange in the booking calendar by default.
Block and find dates ("Sperrtermine")
Room closures ("Sperrtermine") are a special function for room administrators (Raumverwaltende) with an administrator profile.
If a room is blocked at a certain time, neither preferred dates nor fixed dates can be entered there. Blocked dates are entered in the room calendar.
- Call up the room plan via the administrator dates in the My Room Management app (alternative: global room search).
- Click on the "New booking" button to create a new booking.
- Tick the date to be blocked.
If the dates are blocked, it is not possible to enter another booking (neither a desired nor fixed date). Only room managers with the "Administrator" authorization profile can remove the block!
If the room is already booked for the selected time, you can choose whether you still want to enter the date. The booking will then be displayed in the booking calendar as an administrator's date parallel to the event that has already been booked.
Fixed blocking dates ("Sperrtermine") are not displayed in the overview!
To locate a fixed blocking date again (e.g., because you have entered an incorrect date or room), proceed as follows:
- Go to the page "My date enquiries".
- Remove the filter in the date type or filter using the term "confirmed". The default setting there is "Filter by planned/rejected"!
- You can now select the date from the list.